Microsoft Outlook is an email client that is suitable for business use, especially with the introduction of Exchange, which stores messages in the cloud. Even if you do not use Exchange, it is possible to locate and recover messages that have seemingly disappeared. Sometimes emails disappear by design, and other times it is due to user error. Either way, recovering messages is easier than you think.

Trash Bin

"Deleted Items" is the first place you should look when a message disappears. A giant "Delete" button sits to the left of the "Reply" button, so it is possible you may have clicked it accidentally. As a safety net, emails are not deleted instantly, but are instead transferred to this folder for possible retrieval. Look under the "Favorites" category in the left pane to find "Deleted Items," which resembles a green and white trash bin. If you use Outlook Exchange, click "Tools" and "Recover Deleted Items" to restore messages even after they have been removed from the Deleted Items folder.

Instant Search

In the blink of an eye, the number of emails you have stored in Outlook could multiply to an unmanageable size. Even if you've organized them into folders, it's hard to keep track once the numbers climb into the thousands. Instant Search is the best way to locate a message quickly and it is available in all of your Outlook folders. Click "Search Tools" at the top of the screen to refine the search further -- for example, by specifying size or date.

AutoArchive Feature

It may seem as though messages are randomly disappearing from your inbox, but in reality the AutoArchive function is just doing its job. AutoArchive turns on automatically the first time you launch Outlook. It runs every 14 days, archiving the oldest messages to keep the inbox more organized. Click "File," then "Options," then "Advanced" and "AutoArchive Settings" to find out where the older messages are being stored. The archived folder is shown in the "Move Old Items To" text box.

Backup Restoration

If you have ever made backup copies of your emails, they will be saved in a ".pst" file. The Personal Folder File contains messages, contacts and other related data that can be restored when reinstalling Outlook. Under "Import," click "Import From Another Program or File" and locate the backup. Choose "Outlook Data File" when asked for file type. You'll also have to choose whether you want to replace or ignore duplicates. After you click "Next," Outlook merges the backups with your current folders.

Auto Save

Sometimes when you're in the middle of typing a message, the inevitable happens. Your computer crashes, Outlook freezes or someone unknowingly shuts off your computer. Rather than recreating the entire message from memory, check the drafts folder. It should contain the majority of the message, saving you a good deal of time. If this type of loss happens often, click "File," "Options," "Mail" and locate the "Save" section. Lower the default save time to two minutes or less and you shouldn't have to retype a message again.

About the Author

Cee Jay began writing professionally in 2009 with work appearing on various websites. She has been repairing computers since 2000 and focuses on topics related to PC support/repair. She is pursuing a Bachelor of Science in computer science from Franklin University and also studied advanced language arts at the Center for Arts and Sciences.